EXAMPLE: PRE-BID CONFERENCE BRIEFING
Held August 31, 2015 for the Town of Oz, Contract #199-15, Activity #2, Senior Center
· This project is federally funded. Compliance requirements may be more demanding than other projects you may have done.
· PCI has been hired as administrative consultants for this project. Dorothy Kansas is the Coordinator and can be reached at (602) 999-9111.
· The bid document is required by the State of Arizona Department of Housing (ADOH) in order that all federal labor standards requirements are met.
· Although clearly indicated in the Bid Document, as a reminder, the following is a list of forms which are required to be completed and submitted with the contractor's bid:
ü Bid Schedule/Proposal
ü Non-Collusion Affidavit
ü List of Possible Sub-contractors (if applicable)
ü Bid Bond (five percent [5%])
ü LS-2 - Contractor's Certification
ü Recovered Materials Certification
ü Certification Signature Form
ü Section 3 (S3B-1, S3B-2 and S3B-3)
· The LS-2 is required at time of bid along with supporting documentation from the federal System of Awards Management (sam.gov) and the Arizona Registrar of Contractors for determination of eligibility. A contract will not be awarded and federal funds will not be paid to any contractor found ineligible.
· Upon receipt of Notice of Award, the contractor will be required to complete and submit an LS-3, Sub-contractor's Certification Form, for each sub-contractor who will be or might be working on this project. The Notice to Proceed will not be issued until all have been verified by ADOH.
Please note the following:
o Davis-Bacon Wages apply. The current wage rate decision for this project has been provided. PLEASE REVIEW THIS DECISION WHEN SUBMITTING YOUR BID AND TAKE INTO ACCOUNT ALL OF THE CLASSIFICATIONS WITHIN THE WAGE RATE DECISION!
o If there are classifications which not been identified, the prime contractor must prepare and submit to PCI a conformance request. It is the contractor’s responsibility to propose a wage for each unidentified classification. Contact PCI for assistance with this process as it must meet detailed federal Department of Labor requirements. If the Department of Labor does not agree with your determination and comes back with a higher wage rate, you must make restitution to all employees under that classification. This process cannot occur until once a contract has been awarded.
· Bid Opening Date/Time: WEDNESDAY, September 17, 2015, 3:00 p.m.
· Award decision expected by: Regular Council Meeting, October 10, 2015
· Protest Period: [Describe]
· Once construction begins, Dorothy Kansas will conduct on-site interviews with a sampling of prime contractor employees as well as a sampling of each subcontractor's employees. Time spent on the interview will not be deducted from employees' wages. The first interviews will be conducted within one (1) week of each contractor/sub-contractor beginning work. Subsequent interviews will take place on an as needed basis depending on project size, duration and number of employees on the jobsite. Information gathered from the interviews will be used to verify payrolls. Except for mobilization costs, funds will not be released until the first payroll has been reviewed and approved by PCI and ADOH.
Page 1 of 2